Automate Klaviyo & Calendly

Stop paying for mismatched spreadsheets. Sync data between Klaviyo and Calendly in real-time, so you can manage your operations without the busywork.

Get This Workflow Built

Custom API Integration

Secure Data Transfer

Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["Klaviyo"]
        T1(["Fetch Custom Actions"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Calendly"]
        A1(["Book Meeting for Invitee"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff

When Klaviyo and Calendly operate independently, customer data is often lost during the scheduling process. For instance, when a prospect books a meeting via Calendly, their contact information does not automatically populate in Klaviyo. This results in marketing teams manually entering data, which not only consumes valuable time but also increases the risk of human error. The marketing team may miss out on crucial follow-up opportunities, as they lack real-time insights into scheduled meetings and corresponding customer interactions.

Top Ways to Automate Klaviyo & Calendly

Automated Follow-Up Emails: Instantly send personalized follow-up emails via Klaviyo to leads who schedule appointments through Calendly, ensuring timely communication and enhancing engagement.
Lead Segmentation: Automatically segment leads based on their Calendly booking details, allowing for targeted marketing campaigns that resonate with specific customer needs and preferences.
Appointment Reminders: Set up automated reminders through Klaviyo for upcoming Calendly appointments, reducing no-shows and improving overall meeting attendance rates.

How to Build the Klaviyo → Calendly Sync

In Klaviyo, navigate to the 'Webhooks' section and create a new webhook that listens for the 'Scheduled Event' trigger.
Set the webhook URL to your server endpoint that will handle incoming data from Klaviyo.
Configure the webhook to send a JSON payload containing the following fields: email, first_name, last_name, and event_time.
On your server, set up an endpoint to receive this webhook. Extract the relevant data from the JSON payload.
Use the Calendly REST API to insert this data by making a POST request to https://api.calendly.com/v1/users/me/event_types.
In the POST request, include the extracted data in the body, formatted as JSON, ensuring to map the Klaviyo fields to the corresponding Calendly fields.
Test the integration by scheduling a meeting through Calendly and verifying that the data appears in Klaviyo.

Developer Warnings & API Gotchas

Ensure that the email address in the Klaviyo payload matches the format expected by Calendly; discrepancies can lead to failed API requests.
Be cautious with time zone differences when sending event_time; Calendly requires UTC format, which may differ from Klaviyo's data.
If multiple webhooks are triggered in quick succession, ensure your server can handle concurrent requests to avoid data loss.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

When this happens in Klaviyo... Fetch Custom Actions

Do this in Calendly Book Meeting for Invitee
When this happens in Klaviyo... Get List

Do this in Calendly Cancel Scheduled Event
When this happens in Klaviyo... Get Metric

Do this in Calendly Cancel an Event
When this happens in Klaviyo... Get Tag

Do this in Calendly Create Contact
When this happens in Klaviyo... New Campaign

Do this in Calendly Create One-Off Meeting Link

SyncMatrix Experts

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I can see you're looking at mapping Klaviyo to Calendly. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?